Report from Accommodation Facilities meeting ACCU A.Rozanov Outlook Accommodation Facilities meeting Patrick Geeraert, Chris Onions, Francesco Navarria, Alexandre Rozanov, Gerard Fournier, Mauro Nonis, Bertrand Salami, Michael Poehler, Jose Salicio Diez Scope of the meeting is increased from “Hostel Fund” to include both hostel and office situation of CERN users New hostel in building 41 is operational since June and reimbursement of the loan should be finished in 2008

Report from Accommodation Facilities meeting ACCU A.Rozanov CERN Hostels (M.Nonis) Buildin gs Single + washb asin Single + washba sin + Toilet Single + Bathro om Doubl e + washb asin Double + Bathroo m Handicappe d Flat Total beds doubles1 double254 39__92_24__140 41__91_5 1 single et 1 double _104 Total Price 27 CHF Per room 48 CHF Per room 58 CHF Per room 14 CHF Per bed 64 CHF for 1 person 77 CHF for 2 persons 58 CHF Per room For Single 64 CHF – For double 90 CHF the flat with lounge, kitchen, bathroo m

Report from Accommodation Facilities meeting ACCU A.Rozanov External Hostels (M.Nonis) CERN has an agreement with a private hostel in St Genis (France). CERN looks after the reservation; all other activities are not under Housing Fund’s mandate. Single + Washbasin Single + washbasin + Toilet + shower Number of beds 6021 Rate18.1 euros26.40 euros

Report from Accommodation Facilities meeting ACCU A.Rozanov Occupancy rates (M.Nonis) Buildings 38 and 39 only

Report from Accommodation Facilities meeting ACCU A.Rozanov M. NONIS TS/FM – CERN Accommodation Facilities meeting – BOOKING REQUESTS PROCESSING TIMES (M.Nonis) September 2006 December 2006 – January 2007 June 2007 Requests received per day Requests received per day (beginning of the month) Feed back from Reception 2 days7 days3 days Feed back from Reception (beginning of the month) 3 days15 days5 days

Report from Accommodation Facilities meeting ACCU A.Rozanov Reservation type / category Maximum reservation delay 1 Maximum duration for one single stay Maximum duration of stay, within calendar year Maximum number of beds per visitor Acceptation criteria Building Priority over other reservations Single persons60 days 1 or , 39, 41 Summer students60 days90 days 1 Following list from the HR Dept. 38 Employed members and associates 2 60 days or 2 Concerned Department 38, 39, 41 Students (others)60 days 1 Request from CERN University’s responsible 38, 39 Selection board candidates60 days1 à 2 days---1 Given from the HR Dept. 38, 39, 41 Council members12 months60 days 1 or 2 Via the Council Secretariat 39 Visits60 days From the day before to the day after the visit or 2 List given by the organiser 38, 39, 41 School groups (official visits)60 days From the day before to the day after the visit % 3 List given by the school 38 Experimental weeks 4 / workshops 4 / conferences 4 / VIP visits 12 months From the day before to the day after the conference 60 days30 % 3 List given by the secretariat or the organiser 38, 39, 41 1 – before arrival date 2 – only at beginning of contract 3 – of the total capacity per room type 4 – officially organised by CERN Building 38 :199rooms, 250 beds Building 39 :116rooms, 140 beds Building 41 :98rooms, 104 beds Draft for discussion of RESERVATION RULES (M.Nonis)

Report from Accommodation Facilities meeting ACCU A.Rozanov Possible improvements in hostels Sliding window reservations should avoid peaks in delays near 1 of the moth and beginning of the year Clear written rules for block reservation after discussion with ACCU Clear written rules for current day (waiting) list Reducing the block reservations from 30% to 25%???, 20%???,…. Monitoring of the number of refusals and the number of unsatisfied requests in daily (waiting) lists during two months (October-November 2007) Request from hostel management to give the estimation of the number of beds needed in the hostel during LHC start-up from ACCU side Possibility to increase the number of beds by moving reception, TV rooms, cuisines to building 222 (project to be discussed with ACCU) Restart efforts to get contract with one more external hotel/hostel Reducing delays of reservations reply: 48h request from ACCU side, 3 days current estimate from hostel side WWW booking (next slide)

Report from Accommodation Facilities meeting ACCU A.Rozanov WWW based booking Agreed that it is technically possible and should be introduced It can not be on 100% of beds as some visitors do not have credit cards needed in obligatory field of WWW interface and block reservations Abuses should be limited by credit card guarantee and fees for late cancellations/modifications (details to be discussed) In case of cancellations forced by official changes of schedule, the facility of payment of cancellation fees by team leader account should be available WWW reservations will apply to fixed % of beds. Initial % can be determined from experimental number of credit card users in the past. Ultimately the WWW booking delay should be negligible (at start up ~ 3 days delays are possible) Old non-WWW booking will still work in parallel for remaining beds

Report from Accommodation Facilities meeting ACCU A.Rozanov Office situation Request to increase the number of offices by 500 places in 2006 for LHC experiments 200 places recuperated for LHC experiments in existing buildings in 2006/2007 Discussions of the extension of the building 40 for 300 places with eventual delivery in To be discussed with LHC experiments concerned (ATLAS, CMS). Is there a need for new evaluation of the office space needs in LHC start-up in ?

Report from Accommodation Facilities meeting ACCU A.Rozanov Conclusions Feedback for Blocking Reservation rules will be needed Feedback for WWW reservation rules will be needed Transparencies of Mauro Nonis will be attached to the Agenda (these are only preliminary material for discussion) Estimations of the need of beds (offices) in will be probably needed

Report from Accommodation Facilities meeting ACCU A.Rozanov Additional material